1. GeorgiaFIRST Financials Annual Maintenance Release
Debora Exum, Assistant Director
Administrative Services
Information Technology Services

2. Agenda What is being updated? What else is new? What is the schedule?
Version Numbers
Single Sign On
Classic and Classic Plus
What else is new?
What is the schedule?
Beyond Annual Maintenance
Some great Interact Sessions
Questions and Discussion
Point out mixed audience this year. Not just functional (Georgia Summit) but a mix since technical (Rock Eagle).
I manage the technical team so information may be a little different than in prior years because of our different perspectives.
Presentation may be a tiny bit more technical than in previous years. An opportunity for expanded horizons from both sides of the house.

3. Version Numbers Keeping up with Oracle
Why do we care about the version number?
Talk about going out of support
Bug fixes etc.
Do you ever think about it being finished?
Keeping up with Oracle

4. What is being upgraded? PeopleTools 8.55.23 Financials PUM 23
In Production Today
After Annual Maintenance
PeopleTools
Financials PUM 23
GeorgiaFIRST Release 5.34
PeopleTools
Financials PUM 27
GeorgiaFIRST Release 5.40
PeopleTools – bigger jump than prior years; we try to keep that to an every other year upgrade
PUM – what is it? What is included? Fixes a lot of things. Might break a few things, too.
Our customizations… always changing and improving

5. Single Sign On (SSO)
What is single sign on? This is going back to basics for most, but just in case…
Remember back in the day when there was a different password for everything, and of course they were all supposed to be different and you were supposed to remember all them without writing them down.
It is for convenience and security.
Single sign-on (SSO) is a session and user authentication service that permits a user to use one set of login credentials (e.g., name and password) to access multiple applications. ... On the back end, SSO is helpful for logging user activities as well as monitoring user accounts.
The most impactful change to the end user for this release

6. Single Sign On (SSO)
SSO and Multifactor Authentication are OneUSG Requirements
Requirement is being extended to GeorgiaFIRST
Demo production to show them it will work the same way in
Emphasize “Remember my choice.”
Emphasize throughout that this is what is happening today with OneUSG Connect.
Explain multifactor authentication. The bad guys keep getting smarter. Single sign on was no longer enough.
Not all institutions have MFA yet!

7. Single Sign On (SSO)

8. Single Sign On (SSO) Institution Directory and Attributes
If a user inputs their institution credentials correctly, the institution sends the following attributes about the user to GeorgiaFIRST:
Institution (aka Company)
Employee ID (aka EMPLID)
Last Name

9. Single Sign On (SSO) Authentication
In order for the user to authenticate, the following must match:

10. Single Sign On (SSO) Common Reasons for SSO Issues
Missing Employee IDs in institution directory
Last Name (Surname) Inconsistencies
-Marital status name change
-Hyphenated Names
-Suffixes
These are the issues from OneUSG Connect. Institutions need to understand their internal processes for adding or modifying data in their directories.
GeorgiaFIRST will experience the same PLUS a couple of more points of failure:
Integration Broker updates of PS_PERSONAL_DATA – if IB is behind or off track, GAF data may be out of sync with HCM.
PSOPRDEFN account doesn’t exist or is locked. We don’t have an auto-provision process in GAF. We have self-registration or the security admins are creating the accounts. The user will get the “invalid user … or password” login page if they don’t have an account or the account is locked.
User has more than one PSOPRDEFN account. We just did a cleanup on this but I don’t know that we’ve plugged the hole.

11. Single Sign On (SSO) Troubleshooting
Is the employee able to use SSO to access OneUSG Connect?
No? Give the employee this URL and instruct them to provide the results to the SSC:
- this “demo” page will provide the attributes sent from the institution. SSC will compare results to OneUSG Connect to determine corrective action.
Yes? (employee can access OneUSG Connect but not GeorgiaFIRST via SSO)
Verify PSOPRDEFN account
Make sure only 1 unlocked account for a given EMPLID per institution.
Verify Last Name in Personal Data.
Refer discrepancies to ITS Helpdesk.

12. Classic and Classic Plus
The Same but Different

13. Classic and Classic Plus
Introducing new Classic Plus pages
Hybrid between existing Classic and Fluid
Same layout and information just slightly bigger layout
Why both?
PeopleSoft has more than 7000 pages
Too much to do at once
Some modules have a lot of Classic Plus
Some not much at all
Don’t be put off if you work in an area where it goes back and forth
Classic always makes me think of CocaCola Classic. I thought this showed how the look of something can change over time, but the heart of it stays the same.
Let’s play a game…

14. New Classic Plus – Travel Authorization

15. New Classic Plus – Expense Report

16. What else is new? Some enhancements for you
As all of you know, there’s been a lot going on on the OneUSG side of the house. That means we haven’t been able to do as much as we’d like to for Financials this year. (no matter the circumstances), I think we always wish we could do more)
But we do have a couple of things to offer
Some enhancements for you

17. What else is new?
Accounts Payable – Allow Non-PO Vouchers to route to a special approver based on a fund code.
Not all fund codes, just special ones that you designate as part of set up
Middle Georgia State University and Clayton State University have requested this functionality and will be set up to use it with the 5.40 release
If this is something your institution is interested in
Submit a ticket to the ITS Help Desk asking for more information
Dashboards
Improved performance
Hourly refreshes of data

18. What else is new?
Accounting Tags will replace Speed Charts and Speed Types
More efficient with one set of values than two; easier to maintain
Ability to cancel a PO from within the Maintain PO page via the red X icon
Ability to budget check a PO from the Maintain POs page via the budget check icon

19. What is the schedule?
System Testing, Quality Assurance, Release

20. What is the schedule? System Testing Quality Assurance
In progress now
Ends September 28
Quality Assurance
Update and migration to QA environment – October 1-19
QA testing – October 22 – November 9
Production Release
Preparation – November 12-29
DOWNTIME
Thursday, November 29 at 5pm until Monday, December 3 at 7am

21. Beyond Annual Maintenance
Because there is always more

22. Beyond Annual Maintenance
A Tile on the OneUSG Connect Home Page that takes you directly to GeorgiaFIRST Financials
Movement of Common Remitter and Benefits Reconciliation from Financials to HCM
Tentative Release Schedule for 2019
5.42 – January – 1099 and Budget Prep
5.44 – March – Enhancements and Fixes
5.46 – May – Fiscal Year End
5.48 – August – Enhancements and Fixes
5.50 – November/December – Annual Maintenance

23. Some Great Interact Sessions
Really. You need to go to these.

24. Some Great Interact Sessions - Thursday
Purchasing and Accounts Payable: Tips and Tricks
Thursday at 11:15, Grand Hall 5
Implementing AP Payment Request for Your Institution
Thursday at 1:20, Grand Hall 5
Coming Attractions in Asset Management: Capital Leases and Asset Retirement
Thursday at 3:10, Cypress
Interacting with PeopleSoft Travel and Expenses
Thursday at 3:10, Grand Hall 5
Work Smarter Not Harder: How WorkCenters Make Your Work Life Easier
Thursday at 4:40, Grand Hall 5

25. Some Great Interact Sessions - Friday
Procurement from A to Z – Grand Hall 5
The Fiscal Year-End Budgeting Process: Lessons Learned and Future Enhancements
All Friday sessions are 9:45-2:00
Grab and Go Lunch 12-12:30

26. What else can I share with you today
What else can I share with you today? Or maybe you have something you’d like to share with me…